Grant Closeout Reconciling Grants at Closeout Doug Lees, Grants Management Specialist, CNCS

Participants: Getting to Know You! CNCS Staff? Prime Grantee? Subgrantee? AmeriCorps? Senior Corps? Learn & Serve? Fiscal Officer? Program Officer? Agency Administrator? New to CNCS grants? Been there, done that? Participants: Getting to Know You! l

Grant Closeout Partners CNCS Prime Grantee Primary Partners HHS Subs IG

Session Roadmap ? Subgrant Closeout Primary Closeout CNCS Role ___________________________________________________________________________ CNCS Role 4

Coordinate & Communicate Work with Subgrantees Review reports submitted by subgrantees Do they agree with the records over the 3 years? Take care of advances or over-payments Does everything agree to the dollar? Review reports submitted by Sub-grantees ● Work with Sub-grantees to reconcile differences ● Sub-grantees may think this covers only the current year Communicate with prime grantee accounting staff Reconcile subgrantee FFRs to prime grantee accounting data Do the amounts agree with HHS draws? Review / prepare prime grantee final FFR for submission

Double-check grant number, start & end dates, authorized amounts! Finalize it all!!! Coordinate due dates between the subgrantees, prime grantee, and CNCS Submit prime grantee reports to CNCS Equipment Inventory Form (or email certification statement) Unused or Residual Supplies (or email certification statement) Subgrant Closeout certification form (or email certification statement) Final Prime Grantee FFR Due date is 90-days after the grant cycle ends Double-check grant number, start & end dates, authorized amounts!

Deadline: 90 Days after award end Grantee Responsibilities Key Steps to successful closeout: Close subgrants Review outlays: costs reasonable, allowable, accurate; adequate match Submit final FFR* & certifications Reconcile FFR* to PSC-272 (HHS-PMS) report * FFR not required for Education Award grants __________________________________________________________________________ ___________________________________________________________________________ Deadline: 90 Days after award end 7

Complete correcting journal entries to resolve problems Review Grant Outlays Cumulative over the entire award period Match adequate & documented Costs reasonable, allowable, accurate per OMB Circulars Payments to subgrantees equal total subgrant spending per their final FFRs Complete correcting journal entries to resolve problems

Submit Final FFR via eGrants Check before submission: Project period start & end dates Authorized federal funding level Match percentages Final FFR checkbox marked ___________________________________________________________________________ Is report Complete, Correct & Reliable? 9

HHS Connection: “272” Report HHS Payment Management System (PMS) is the “bank” for CNCS grant funds. Grantees submit quarterly report PMS-272 showing expenditures-to-date, by grant award. At closeout, cash balance must be $0 Reported expenditures on 272 must equal FFR Total draws per HHS-PMS must equal FFR outlays CNCS monitors 272 reports online to ensure zero cash balance. Unspent funds are deobligated. ___________________________________________________________________________ 10

Closeout Reconciliation CNCS HHS Grantee Award Amount - FFR Outlays Award Surplus Award Amount - Net Draws Available Net Draws - FFR Outlays $ 0.00 HHS NET DRAWS = FFR OUTLAYS AWARD SURPLUS = HHS AVAILABLE = CNCS DEOBLIGATION

Submit Certification Statements Three statements required Subgrant closeout complete Residual equipment – over $5,000 current value per item Residual or unused supplies – over $5,000 total value

Paper forms available from CNCS website Certification Forms Paper forms available from CNCS website http://www.nationalservice.gov/forms/06_1204_ac _lsa_closeout.pdf email or fax completed forms or certification statements to your assigned CNCS grants officer

No-Cost Extensions File written request 30 days before end of grant award period; provide explanation Adds time only – no additional funds are approved Intent is programmatic, not fiscal ___________________________________________________________________________ Repeated extension requests affect “risk rating” at CNCS . . . Potential affect on future funding! 14

Closeout Confirmation Confirm Award Closeout CNCS issues written notice to grantee when award is officially closed: All programmatic requirements met Required reports & certifications received Federal outlays = Federal draws Unused grant funds deobligated ___________________________________________________________________________ 15

Retain Records for Audit Three years from submission date of final FFR* *Or closeout documents for Education Award Program Retention period extended if audit is pending, in progress, or unresolved findings ___________________________________________________________________________ Your state retention guidelines may be longer . . . Check before you toss! 16

When in doubt . . . contact your Grants Officer! Other Notes & Reminders Some prime grantees use a fiscal agent Does NOT diminish grantee fiduciary responsibilities Agency Director and authorized representatives bear responsibility DOES require additional coordination: who signs closeout documents, ongoing communication ___________________________________________________________________________ When in doubt . . . contact your Grants Officer! 17

Cash Balance Reconciliation Once you determine the correct amount of outlays through reconciliation of your accounting records, your Grants Officer can help you determine the course: Do I need to draw funds? If SF-272 reported outlays are higher than the amount of funds drawn, you will need to either revise the 272 (possibly the final FFR), or draw down the outstanding funds. ___________________________________________________________________________ Cash Balance Reconciliation ___________________________________________________________________________ 18

Cash Balance Reconciliation Do I need to write a check, or do a Reverse Draw? If the amount of funds drawn exceeds the outlays reported on the 272 and final FFR, you may need to revise the two reports, or write a check to the Dept. of HHS to reconcile the award. Include the grant number with the check. A Reverse Draw may be used when HHS has credited the funds drawn from one CNCS account to another. The funds must be deducted from the incorrect account and credited to the correct one or “Reversed.”

Cash Balance Reconciliation Do I need to do a revised final FFR, or draw funds and submit a revised 272? If the final FFR lists FEDERAL outlays greater than both the amount reported on the 272 and funds drawn…….. ….Consult your accounting reconciliation for exact outlays. That will tell you which reports or actions need to be taken.

CNCS Closeout Notices 30 DAYS PRIOR Expiration Advance Notice No-Cost Extension Tickler Reconciliation Reminder Expiration Notification Closeout Instructions Non-Compliance Notice AWARD END Reconciliation Reminder 1 DAY AFTER These letters will all be addressed to whomever is reflected as the Authorized Rep in eGrants. If the Authorized Rep is not the person who should be getting these notices, that person will need to either update eGrants, or forward the notices to the appropriate staff. ___________________________________________________________________________ 91 DAYS AFTER 21

Learn & Serve grantees must still submit a final progress report! Final Progress Report Eliminated (Except Learn & Serve) Program officers now will review progress reports via eGrants to determine programmatic success. ___________________________________________________________________________ ___________________________________ New! Final Progress Report Eliminated (Except Learn & Serve) ________________________________________ Learn & Serve grantees must still submit a final progress report!

E-mail Certification To: My Favorite Grants Officer From: Your Favorite Executive Director Subject: Closeout Certification for Grant 07ABCST001 MFGO, This email certifies that the Closemefast Commission has no residual Supplies or Equipment purchased with grant funds, with a value of $5000 or more. We also certify that all sub-awards have been closed successfully. Thank you, YFED ___________________________________________________________________________

Final Questions & Comments I close . . . U close . . . We Close! ??? Questions? Final Questions & Comments Other Best Practices?